DATE: February 18, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Special Events Advisory Team
SUBJECT:
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Consideration of Event Permit for the Great Americana BBQ Festival sponsored by the Franklin Noon Rotary Club on August 23-24, 2019 (02/26/19 WS)
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Purpose
The purpose of this memorandum is to outline recommendations for the Great Americana BBQ Festival at Harlinsdale Farm.
Background
Franklin Noon Rotary Club has requested an event permit for the third Great Americana BBQ Festival at the Park at Harlinsdale Farm on August 23 - 24, 2019. The event is a sanctioned Kansas City BBQ Society competition with 70 - 100 teams. On Friday, August 23rd, the Flavor of Franklin is scheduled from 5 pm - 10 pm. This is a ticketed event that includes restaurants, local brewers and distillers, live music and vendors. The BBQ Festival is on Saturday, August 24th. This includes live music, a classic car show, craft vendors, and a beer garden. The applicant anticipates up to 2,000 attendees on Friday and up to 5,000 attendees on Saturday.
Recommendation
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Staff recommends approval with the following conditions:
• Applicant will provide Good Neighbor Letter which will be distributed to area residents.
• Risk Management:
o Certificate of Insurance that includes all the activities, alcohol liability, equipment, vendors, booths and food trucks including the dates from set up to clean up to put on this event. Any hired providers must have insurance covering their activity, equipment and service, naming the City of Franklin as additional insured for the duration of the event from set up to clean up. The certificate of insurance will be due 30 days prior to the event (July 23, 2019). The certificate of insurance must include the dates of set up through equipment pickups and teardown.
• Building and Neighborhood Services:
o Special Event Electrical Permit may be required if generators are used.
• Police Department:
o Applicant will hire recommended number of extra-duty Franklin Police Officer to provide traffic control and security, including overnight.
o Pursuant to Franklin Municipal Code Section 11-403(3), amplified sound will only be permitted in the areas indicated on the application.
• Sanitation and Environmental Services:
o Dumpsters will be provided by department at a cost of $110 each
• Fire/EMS Department:
o Tent permit and inspection will be required for any tents larger than 200 square feet.
o The applicant will contact the Fire Department to determine if on-site EMS services are needed.
• Revenue Management
o Applicant will contact Revenue Management to determine if Beer permit is needed.
• Parks Department:
o All coordinating regarding the event, including fees and pre-event site meetings, will be done with the Programming Division at the Parks Department.
o Any major changes to the event after approval, must be reviewed by the Special Events Advisory Team and the Department